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  <title>DMS Reference File</title>
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    <p align="justify"><b><font face="Arial" size="2">i.</font></b><font face="Arial" size="2"> </font></td>
    <td width="96%" colspan="2" height="18">
    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Create Reference File</font></span></b></td>
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    <p align="justify"><span lang="en-us"><font face="Arial" size="2">The 
    function of Create Reference File function enables user to create a reserve 
    workspace for files in ParaDoc workspaces in advance.<br>
    <br>
    Once the "New Reference" button is clicked, detail information of the 
    reference file is required to be to be entered for Reference File creation.<br>
    <br></font></span></td>
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    <p align="justify">    <br></td>
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    <p align="justify"><span lang="EN-US" style="font-family: Arial">
    <font size="2">Details of Reference File Information:<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">1.</font></td>
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    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Document Profile*</font></span></b><span lang="EN-US" style="font-family: Arial"><font size="2">:<br>
    Document Profile is declared in Document Profile by administrator, in order 
    to provide more detail indexing on particular document for ease retrieve. 
    Once the Document Profile is created and declared, users can select the 
    various types under this selection box to further indexing the new reference 
    file details.<br>
    <br></font></span></td>
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    <p align="justify"></td>
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    <p align="justify"><font size="2" face="Arial">2.</font></td>
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    <p align="justify"><b><font size="2" face="Arial">Location:<br>
    </font></b><span lang="EN-US" style="font-family: Arial"><font size="2">This 
    shows the </font></span><span lang="EN-GB" style="font-family: Arial">
    <font size="2">current location where the selected reference file will be 
    located.<br>
    <br></font></span></td>
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    <p align="justify"></td>
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    <p align="justify"><font size="2" face="Arial">3.</font></td>
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    <p align="justify"><b><font size="2" face="Arial">File:<br>
    </font></b><span lang="EN-US" style="font-family: Arial"><font size="2">The 
    name of file that you are going to use.&nbsp; User can type the name to define 
    the file name.<br>
    <br></font></span></td>
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    <p align="justify"></td>
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    <p align="justify"><font size="2" face="Arial">4.</font></td>
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    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Effective Start Date</font></span></b><span lang="EN-US" style="font-family: Arial"><font size="2">:<br>
    This is the effective start date for this reference file to be existed in 
    ParaDoc workspace. It is a mandatory field to control file life cycle in 
    ParaDoc.<br>
    <br></font></span></td>
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    <p align="justify"></td>
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    <p align="justify"><font size="2" face="Arial">5.</font></td>
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    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Effective End Date</font></span></b><span lang="EN-US" style="font-family: Arial"><font size="2">:<br>
    This is the effective end date for this reference file to be existed in 
    ParaDoc workspace.<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">6.</font></td>
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    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Reference Number</font></span></b><span lang="EN-US" style="font-family: Arial"><font size="2">:<br>
    The number that is used to reference document to be created; it is useful 
    particular when file retrieval. It is a mandatory field.<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">7.</font></td>
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    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Description</font></span></b><span lang="EN-US" style="font-family: Arial"><font size="2">:<br>
    The detail description on the current reference file.<br>
    <br></font></span></td>
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    <p align="justify"><span lang="EN-US" style="font-family: Arial">
    <font size="2">Available Functions:<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">1.</font></td>
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    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Save</font></span></b><span lang="EN-US" style="font-family: Arial"><font size="2">:<br>
    To create and save a new document using current reference file information.<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">2.</font></td>
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    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Reference List</font></span></b><span lang="EN-US" style="font-family: Arial"><font size="2">:<br>
    To direct you to the repository of all reference files.<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">*Note:<br>
    By selecting an appropriate Document Profile, its corresponding fields will 
    be displayed dynamically in order to allow user's input on selected Document 
    Profile.<br>
    <br></font></td>
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    <p align="justify"><b><font size="2" face="Arial">ii.</font></b></td>
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    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Check in a physical file into a reference file</font></span></b></td>
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    <p align="justify"><font size="2" face="Arial">The function of Check in a 
    physical file into a Reference File enables user to upload a real document 
    to a reserve workspace in ParaDoc.<br>
    <br>
    Once the "Lock" button is clicked, detail information of the reference file 
    is required to be to be entered for Reference File creation.<br>
    <br></font></td>
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    <p align="justify"><span lang="EN-US" style="font-family: Arial">
    <font size="2">Detail Check-in Information:<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">1.</font></td>
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    <p align="justify"><b><span lang="EN-GB" style="font-family: Arial">
    <font size="2">Name:<br>
    </font></span></b><span lang="EN-GB" style="font-family: Arial">
    <font size="2">It shows the current selected document name.<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">2.</font></td>
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    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Check-in File:<br>
    </font></span></b><span lang="EN-US" style="font-family: Arial">
    <font size="2">The path of where the target document located.&nbsp; User can 
    either type the physical path themselves, or click the Browse button to 
    browse the target document.<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">3.</font></td>
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    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Comment/Description:<br>
    </font></span></b><span lang="EN-US" style="font-family: Arial">
    <font size="2">The textual comment used to describe this check-in action.<br>
    <br></font></span></td>
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    <p align="justify"><span lang="EN-US" style="font-family: Arial">
    <font size="2">Available Functions:<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">1.</font></td>
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    <p align="justify"><b><span lang="EN-US" style="font-family: Arial">
    <font size="2">Check in</font></span></b><span lang="EN-US" style="font-family: Arial"><font size="2">:<br>
    To upload a document, click the Check-in button which will save the document 
    using current check-in information.<br>
    <br></font></span></td>
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    <p align="justify"><span lang="EN-US" style="font-family: Arial">
    <font size="2">*Notice that the Status of the checked-in document will be 
    changed from (Lock) to (Unlock), to release the document for others.<br>
    <br></font></span></td>
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    <p align="justify"><b><font size="2" face="Arial">iii.</font></b></td>
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    <p align="justify">
    <span lang="EN-US" style="font-family: Arial; font-weight: 700">
    <font size="2">Delete Reference File</font></span></td>
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    <p align="justify"><font size="2" face="Arial">Function of Delete allows 
    users to delete reference file in the ParaDM.<br>
    <br>
    Select the reference file(s) and click the "Delete" button of the group 
    desired to delete the selected reference file(s) in ParaDM.<br>
    <br></font></td>
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    <p align="justify"><span lang="EN-US" style="font-family: Arial">
    <font size="2">Steps of Delete Group:<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">1.</font></td>
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    <p align="justify"><span lang="EN-US" style="font-family: Arial">
    <font size="2">Select the target reference file to be deleted*.<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">2.</font></td>
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    <p align="justify"><span lang="EN-US" style="font-family: Arial">
    <font size="2">Click the "Delete" button to process the delete operation.<br>
    <br></font></span></td>
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    <p align="justify"><font size="2" face="Arial">3.</font></td>
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    <p align="justify"><font size="2" face="Arial">Once the "Delete" button is 
    success operated, a message indicates that the deletion is successful, when 
    the operation is completed.<br>
    <br></font></td>
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    <p align="justify"><font size="2" face="Arial">4.</font></td>
    <td width="184%" height="16">
    <p align="justify"><font size="2" face="Arial">A message indicates that the 
    deletion is successful, when the operation is completed.<br>
    <br></font></td>
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    <p align="justify"><font size="2" face="Arial">*Note:<br>
    If the "Delete" button is clicked without selecting any document, a 
    selection warning will be prompted and remind the administrator to select a 
    target reference file for delete.<br>
    <br></font></td>
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